City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: April 15, 2024
Report #:2402-2583
TITLE
Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE-21000); CEQA Status – Exempt under CEQA Guidelines Section 15301
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C24189918, with BKF Engineers, to provide Professional Design and Engineering Services for a total amount not-to-exceed $109,583, including $99,621 for basic services and $9,962 for additional services.
BACKGROUND
Foothills Nature Preserve is composed of approximately 1,400 acres of open space and provides a wide variety of outdoor activities to the community. Since the preserve was opened to the general public in December 2020, visitation has increased which resulted in the need for several safety, access, and infrastructure improvements. These improvements include separating a path of travel between vehicles and pedestrians, protecting sensitive areas, and improving parking and signage. The project does not increase the capacity of the preserve but creates a safer environment and connections for visitors as well as protecting habitats.
Staff has developed a preliminary improvement plan that includes pedestrian pathways, expanded vehicle parking areas, curbs, fencing, crosswalks, speed humps, signage, curbs, new seating opportunities, and bike parking. In order to further develop and complete the overall preserve improvement plan and design, staff issued a Request for Proposals (RFP) for professional design and engineering services. The consultant will complete the concept improvement plan, present the plan to the Parks and Recreation Commission, develop construction documents, and provide construction administration services.
ANALYSIS
An RFP was posted on OpenGov Procurement, the City’s eProcurement platform, and 2,975 vendors were notified. The solicitation period was posted for 22 days, and two proposals were received. The solicitation closed on January 10, 2024.
Table #1: Summary of Request for Proposal
Proposal Description
Foothills Nature Preserve Accessibility Plan
Professional Design and Engineering Services,
RFP No. 189918
Proposed Length of Project 18 months
Number of Vendors Notified 2,975
Number of Proposal Packages Downloaded 33
Total Days to Respond to Proposal 22 days
Pre-Proposal Meeting No
Number of Proposals Received 2
Proposal Price Range $99,621 to $115,300
Public Link to Solicitation https://procurement.opengov.com/portal/pa lo-alto-ca/projects/72713
The proposals were evaluated, and the two proposals were determined to be responsive to the criteria identified in the RFP. BKF Engineers was selected based on the quality and effectiveness of their proposal, the experience of their assigned project staff with similar projects, prior record of performance with the City, and their ability to provide future services. Additionally, their cost for basic services ($99,621) was slightly lower than the other proposal received. No interviews were conducted for this evaluation.
Staff recommends approval of Contract No. C24189918 (Attachment A) with BKF Engineers. The term of the contract is through December 31, 2025.
FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2024 Adopted Capital Improvement Program Foothills Nature Preserve Improvements project (PE-21000).
STAKEHOLDER ENGAGEMENT
In August 2023, staff presented the preserve access and infrastructure improvements preliminary plan to the Parks and Recreation Commission (PRC) to obtain feedback1. PRC Ad Hoc Committee meetings were also held to collect input on the preliminary plan. Services under this contract will include further meetings with the PRC in the process of developing the final design.
Additionally, staff has started the process for a minor Architectural Review Board (ARB) review.
Further design to be developed as part of this contract will be used to continue the ARB review and approval process.
ENVIRONMENTAL REVIEW
The proposed project is exempt from the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15301 (minor improvements to existing facilities).
ATTACHMENTS
Attachment A: BKF Engineers Contract No. C24189918
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
1 Parks and Recreation Commission, August 22, 2023; Agenda Item #3 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/agendas-minutes/parks-and- recreation-commission/agendas-minutes/2023-agendas-and-minutes/8-aug/parks-and-recreation-commission- staff-report-foothills-draft-improvement-project-8-22-23-final.pdf